Assists the Corporate Secretary and Assistant Chief of Staff with all Board of Trustees office operations, including implementing office procedures. Maintains overall function of the Board office. Ensures that Board operations, projects, and administrative assignments are accomplished within set timetables. Provides administrative support to the Board Chair and members of the FIU Board of Trustees.

• Provides coverage for the reception area for the Office of the President as needed.
• Assists with all Board of Trustees operations. Manages, maintains, and updates Board of Trustees databases and directories. Represents the Board of Trustees office through telephone contacts with Board members, administrators, faculty, staff, students, and other members of the community.
• Handles Trustee requests expeditiously and accurately, and provides assistance in carrying out department's projects as assigned. Coordinates the travel, campus visits, and requests for Board members.
• Support Board of Trustees office operations by coordinating the logistics for all meetings of the Board of Trustees. Responsible for reserving and confirming meeting spaces and securing work. Gather, proof, and manage presentations for Board and Committee Meetings. Assists in compiling agendas for meetings, proof-reading Board meeting documents, and also preparing meeting locations with proper materials. Provide support at Board and Committee meetings.
• Acts as liaison/point of contact between Trustees and University Departments or outside agencies initiating meetings or special events for which Trustees will be participating in. Gather and prepare background materials and conduct necessary research in order to effectively prepare Board members for upcoming meetings/events. Initiate travel authorizations, travel reimbursements, and travel arrangements for Trustees, as needed.
• Responsible for drafting minutes of all meetings of the Board of Trustees and its Committees in a timely manner in order to comply with legal requirements.
• Writes memorandums, notes, correspondence and documents as needed in coordination with the Corporate Secretary and Assistant Chief of Staff.
• Works with appropriate football suite operations staff, as needed, to effectively provide support to the President.
• Performs essential duties in any emergencies such as hurricanes, public health emergencies, and/or any other university emergency closing. The employee is expected to be available to report to work as needed during university emergency closing with appropriate notification of a department administrator.
• Manages, maintains, and updates the Board of Trustees website and Board member portal. Responsible for ensuring that iPads and/or other electronic device to be used by Trustees at Board of Trustees meetings are maintained, updated, and functioning as appropriate.
• Interacts with various University administrators and staff, and with University constituents and VIPs. Serves as a liaison between the Board of Trustees and the Office of the President and University community.
• Serves as the University's credit card user for departmental transactions. Adheres to University's credit card policies and procedures. Reviews and reconciles all transactions before submitting for final approval.

High school diploma or GED and four (4) years of office or related experience providing administrative support, or coordinating functions of an office or department.

• Business writing experience.
• Customer service experience.

Staff

$45,000 - $50,000

Begin time: 8:30 AM
End time: 5:00 PM

Operating University Vehicles (all types)

• Criminal Background Check
• Driver's License Check

• Must attend meetings off campus and occasionally attend functions on weekends and evening
• Ability to work evenings and weekends.
• Ability to work flexible hours as needed.
• Travel to FIU Campus
• Ability to travel locally

Prospective Employee

If you have not created a registered account, you will be asked to create a username and password for use of the system. It is recommended that you provide an active/valid e-mail account as that will be the main source of communication regarding your status within the process. In this account, you are able to track your applicant status in "My Applications".

To be considered eligible for the position as an internal candidate, departmental staff must meet minimum requirements of the position and be in good performance standing.

Before you begin the process, we recommend that you are prepared to attach electronic copies of your resume, cover letter or any other documents within the application process. It is recommended that you combine your cover letter and resume/curriculum vitae into one attachment. Attached documents should be in Microsoft Word or PDF format. All applicants are required to complete the online application including work history and educational details (if applicable), even when attaching a resume.

• This posting will close at 12:00 am of the close date.